Sales marks a job as won. Finance finds an invoice for the customer, but the same customer has two jobs in progress. Which one does the invoice cover? The company total can look perfectly reasonable while one job has gone unbilled.
A won-to-invoiced report should give sales and finance a short list they can act on. Start at deal level. What was due to be billed by today, what has actually been billed and who can explain the difference?
Carry the deal reference through to the invoice
If the sales team uses Pipedrive, for example, the deal ID or a shared order number may be a suitable link to finance. Follow one real order through both systems. Find out where the reference can be read and whether it applies to the whole invoice or to individual lines.
A customer ID tells you who bought something. It rarely tells you which of their jobs the purchase belongs to. If one invoice covers several deals, allocate amounts by line or use a split that finance can verify. Put uncertain matches in a separate queue so someone who knows the account can resolve them.
Calculate the amount due for billing so far
Suppose a deal worth SEK 120,000 excluding VAT is billable half on commencement and half on acceptance. At month end the job has started, the customer hasn't signed off delivery and invoices totalling SEK 50,000 have been issued.
| Measure | Amount | Meaning |
|---|---|---|
| Deal value | SEK 120,000 | Full contract value |
| Scheduled to be invoiced to date | SEK 60,000 | The amount due at commencement |
| Invoiced to date | SEK 50,000 | Issued invoices net of any credits |
| To investigate now | SEK 10,000 | Scheduled to date less invoiced to date |
Give sales and finance an exception each to investigate
Test a closed period with an instalment invoice, a credit and an invoice with no reference. Reconcile linked and unlinked invoice lines to finance's total. Then have sales check the deals with no billing schedule. Give those deals their own status so an unknown amount is visibly different from zero.
Finance can establish whether a credit corrects the invoice or also reduces the contract value. Sales can resolve missing order references, changes in scope and unsigned delivery milestones. Record the owner, explanation and next review date where the team already tracks its work.
Common questions
Does every old deal need a new reference?
No. Start with one period or with new orders, and state the historical coverage. Review older records where a link can be established reliably. Keep the others visibly unmatched until someone can verify them.
Can the report show whether the customer has paid?
Yes, if payments and their links to invoices are available. Payment is a separate stage. An issued but unpaid invoice still counts as billed, even if finance later needs to chase it.